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Communications Specialist - College of Medicine, Office of Research

Communications Specialist - College of Medicine, Office of Research

Job No: 526162
Work Type:
Location: Main Campus (Gainesville, FL)
Categories: RealCat
Department: 29011700 - MD-OFFICE OF RESEARCH

Job Description

Classification Title:

Communications Specialist

Job Description:

The College of Medicine Office of Research is seeking a talented, versatile, energetic and adaptive Communications Specialist with a background in graphic design and who is comfortable pivoting between projects and working both collaboratively and independently to join our team. Do you possess a strong mix of creative and technical communications skills, including graphic design, social media management, website maintenance, and science communication abilities? If so, you may be a perfect candidate for this role!

In this role, you will maintain a cohesive visual identity in accordance with existing brand standards and guidelines for the Office of Research and coordinate work with a team of photographers, videographers and IT personnel within UF Health Communications as well as the College of Medicine communications team. Assist with day-to-day and long-range communications needs, with an emphasis on visual storytelling and design. Develop collateral for a variety of communications needs, including support of research workforce development, research proposal and development, sponsor and donor support for initiatives, and data visualization for COM research metrics. This role requires some writing and editing, with the primary focus on design work to create distinctive print and online publications, including newsletters, brochures, invitations, advertisements, fliers, direct mail and other marketing collateral, promotional materials and web content. Prepare bid specifications and publication cost estimates, and act as a liaison with local printers and other vendors. You will serve as a consultant on identity standards and branding guidelines and ensures review processes for quality control are followed. Assist with activity and event coordination as needed. Participate in communications planning to ensure integration of visual elements from the outset. Assist with analytics and reporting to ensure effectiveness and an outstanding user experience. Work closely with the Senior Associate Dean for Research and College of Medicine communications and UF Health Communications staff to ensure adherence to uniform standards and policies and to avoid duplication of effort. You need to be proficient in Adobe Creative software with an emphasis on InDesign, Photoshop and Illustrator. You have to be familiar with web content management, social media content management, analytics and email newsletter tools and have excellent organizational and planning skills.

About This Role

Production & Dissemination

Manages multiple projects from concept through completion and establishes creative direction for services and programs to promote the research mission of the UF College of Medicine to key internal stakeholders such as faculty and staff, the general public, prospective patients, alumni, donors and the university community.
Establishes a cohesive visual identity for the Office of Research and associated initiatives in accordance with existing brand standards and guidelines.
Conceptualizes, designs and creates special publications, including newsletters, brochures, invitations, advertisements, fliers, direct mail and other marketing collateral, promotional materials infographics, PowerPoints, posters and web content for the office and other initiative-related projects, with a special emphasis on conceptual design and complex infographics.
Formats email newsletters and other digital communications using responsive design to optimize reach on mobile and desktop.
Designs banners and display materials.
Produces infographics, charts and other visual aids to complement presentations and reports as needed.
Takes and edits photographs for day-to-day digital communications needs, and/or arranges for photos, videos and graphic design from partners, vendors or other sources.
Facilitates review and approval processes required for communications materials.
Serves as copywriter when called upon to do so.
In partnership with communications colleagues, assists with creating and maintaining a social media presence.
Adheres to regulations concerning patient information and privacy.
Links with UF Health Communications' Creative Services team to coordinate, review and/or approve designed materials, templates, etc.
Coordinates production in a cost-effective manner and determines priorities based upon production schedules.
Complies with editing, review, news distribution and identity/branding polices of UF Health Communications and the university.
Collaborates with College of Medicine communications team to ensure collegewide cohesion of communications strategy and deliverables.
Prepares bid specifications and publication cost estimates. Works with commercial printers and other vendors to ensure production of quality printed products.

Public Relations

Serves as graphic design liaison for the office to help identify communications needs and develop goals and solutions.
Develops and maintains shared communications tools and templates.
Responds to inquiries from researchers and other stakeholders; assembles and/or verifies information for fact-checking and other communications inquiries, in close coordination with UF Health Communications.
Participates in COM, UF Health Communications and/or national initiatives, projects and committees, as appropriate.

Planning & Reporting

Meets with clients to discuss project needs, present concepts, incorporate feedback and provide high-quality customer service for a variety of clients.
Conducts target audience, background and benchmarking research for communications projects.
Develops, implements and updates internal communications plans relating to graphic design initiatives and recurring activities.
Participates in strategic communications planning.
Compiles analytics for the office website and external web properties relevant to our strategic goals, as available.
Compiles email newsletter analytics and makes recommendations to optimize effectiveness of communications goals.
Manages email newsletter subscription processes and subscriber lists.
Compiles data and materials for communications-related reports.
Compiles reports on social-media analytics as those accounts are established.
Tracks, communicates and evaluates progress of projects and associated metrics throughout process.

Best Practices

Keeps up-to-date on new technologies, techniques and trends in graphic design and related communications fields, particularly visual communications and graphic design.
Develops best practices and standard operating procedures for visual communications.
Meets regularly with members of the College of Medicine and UF Health Communications Creative Services teams.

The City of Gainesville

Gainesville is a vibrant city with a low cost of living, diverse population, excellent public schools, Division I NCAA sports, and no state income tax. The area is known for its nature parks, bike trails, sporting events, museums, mild winters, and warm summers. Being centrally located makes Gainesville easily situated for day trip to beautiful beaches along the Atlantic Ocean and Gulf of Mexico, and to theme parks including Disney World, and other cities include Orlando, Jacksonville, and Tampa. Learn more about what Gainesville has to offer at Visit Gainesville.

Our Commitment

The University of Florida College of Medicine is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information, and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.

Expected Salary:

$42,000 to $55,000 annually; commensurate with education and experience.

This position eligible for great benefits, including health, dental, and vision insurance plans, retirement plans, and paid time off.

Minimum Requirements:

Bachelor's degree in an appropriate area and one year of relevant experience, or an equivalent combination of education and experience.

Preferred Qualifications:

Experience & Knowledge
Experience communicating complex technical and scientific information clearly and efficiently to a general audience.
Experience in communication arts, with an emphasis in graphic design.
Knowledge of the fine arts and their relevance to creating promotional materials that impress and inspire.
Knowledge of layouts, graphic fundamentals; must have the ability to storyboard or translate ideas to designers and developing innovative graphics solutions for both print and Web.
Experience in fostering an outstanding user experience in digital communications.
Experience in Storyboarding and/or translating design ideas to clients and/or management.
Experience Health care and/or academic research environments.
Experience with soliciting multiple bids on projects, analyzing the bids, presenting best options, and maintaining clear communication with vendors through the final product
Basic knowledge of commercial printing

Proficiency with Adobe Creative software, including InDesign, Photoshop and Illustrator.
Proficiency in Microsoft Office Word, Outlook, PowerPoint, and Excel
Proficiency in Associated Press style
Familiarity with web content-management systems such as WordPress, analytics tools such as Google Analytics, and email newsletter programs such as MailChimp
Familiarity with organizational accounts' use of social media platforms, such as Facebook, Twitter and LinkedIn, and account-management tools such as HootSuite or Sprout Social. Familiarity with social analytics
Writing and editing skills
Customer service skills

Ability to meet tight deadlines and flexibility as expectations and deadlines shift.
Ability to handle multiple projects simultaneously and communicate reasonable expectations regarding work flow, deadlines and deliverables.
Ability to plan, execute and complete work assignments independently, efficiently and accurately while working as part of a team in a fast-paced, high-profile, multidisciplinary work environment.
Demonstrated ability to work as part of a team toward organizational objectives.
Ability to learn and communicate effectively regarding a variety of technical resources and complex research programs and initiatives.

Other Qualifications
Attention to detail
Good judgment

Special Instructions to Applicants:

To apply, please complete the online application and attach a letter indicating their interest, resume, and a list of at least three professional references.

If an accommodation due to a disability is needed to apply for this position, please call 352-392-2477 or the Florida Relay System at 800-955-8771 (TDD). Hiring is contingent upon eligibility to work in the US. Searches are conducted in accordance with Florida's Sunshine Law.

This is a time limited position.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required:

Applications Close: 02 Apr 2023

To apply, visit

The University is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.

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